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Expenses

Expenses

‌‌All staff should read the Expenses Policy before making payments themselves on behalf of the University.

Main Payroll Staff

Main payroll staff should use the T1 system to reclaim expenses within 3 months of the expenditure being incurred. Expense claims must be submitted in line with the expenses policy Expenses will be paid to the bank account associated with your payroll ID in trent.

Our training webpages contain full step-by-step instructions on how to use T1 to claim expenses.

Associate Staff

Associate staff should submit a claim by using the UK GBP Payment Request Form or International Payment Request Form (please note that the 'My Travel and Expenses' function is not suitable for associate staff expenses). Once complete, the form should be sent to the budget holder to be physically signed and scanned or approved via email and sent on to accountspayableenquiries@exeter.ac.uk to process.

Students

Students should use the T1 system to reclaim expenses within 3 months of the expenditure being incurred. Expense claims must be submitted in line with the expenses policy Expenses will be paid to the bank details stored in SRS (the Students Record System) so please ensure this is up to date. If you only have a non UK bank please email accountspayableenquiries@exeter.ac.uk to request an international bank details form.

Our training webpages contain full step-by-step instructions on how to use T1 to claim expenses.

Non Staff

There are two options for those who are not members of staff to claim expenses from the University:

  1. A member of staff can submit a claim on their behalf by using the UK GBP Payment Request Form or International Payment Request Form (please note that the 'My Travel and Expenses' function is not suitable for non-staff/student expenses).
  2. If the claimant wishes to submit the claim themselves, a staff member should send them the relevant payment request form along with the full T1 budget code (not the item or charge code) and the details of the budget holder who will approve this claim. Once complete, the form should be sent to the budget holder to be physically signed and scanned or approved via email and sent on to accountspayableenquiries@exeter.ac.uk to process.

Mileage can be claimed through the “My Travel & Expenses” function within T1. Before claiming mileage you must submit a completed SUPVUB1Rev1 form to your College or Service to confirm that you hold appropriate business use insurance and valid MOT.

The Expenses Policy still applies (para 3.28) and there is no change to employees' contractual workplace - this remains as it was before the pandemic.  

Staff will only be reimbursed for expenses which they actually and necessarily incur in the course of official travel when using their own vehicle.  Mileage allowances are paid for the actual distance necessarily travelled, excluding the cost of home to work journeys. 

To calculate the mileage you can claim for - this should be the mileage travel from your work location to the location of your business event, or from home if that was the starting point of your journey and it is shorter than travelling from the University.

Expenses are paid within the weekly payment run. All expense claims approved by close of business on a Tuesday will be included in the payment run on Wednesday. These payments are made via BACS and will reach the claimants bank account on the Friday.

Staff are paid using the bank details from Trent and students are paid using the bank details from the Student Records system. 

Tracking expenses

 The 'My Travel and Expenses' page within T1 enables claimants to view their expenses history. 

Each expense will have a status:   

StatusDescription
Draft The claim has not yet been submitted by the claimant for approval
Approve Expenses The claim is awaiting approval and has not yet been actioned by the approver
Make a request The claim has been submitted and subsequently rejected by the approver
Completed The claim has been approved and reimbursed

Approvals are a necessary process for budget holders to monitor and manage their budget and ensure that spend against the budget is carried out appropriately. Once an expense submission is submitted for approval in T1, the relevant budget holder will receive an email to approve or reject the expenses.

When approving expenses, budget holders will be approving that the expense is;

  • in line with the University policies, such as the Expenses and Travel Policy and Purchasing Policy
  • in line with specific rules for the budget i.e. restrictions imposed by a research funder
  • the most appropriate way to obtain the goods/services. For example, should the purchase have been made following the Universities purchase order process?

In addition to receiving an email alert, budget holders can view the expenses submitted for approval in 'My Tasks' on the T1 Home Page. To distinguish the Expenses items within My Tasks, the approver can type “T&E” or “travel” in the search box.

For further help please contact Accounts payable